INDIVIDUAL TRAINING ACCOUNT POLICY AND PROCEDURES

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1 Attachment A ITA Policy and Procedures INDIVIDUAL TRAINING ACCOUNT POLICY AND PROCEDURES INTRODUCTION An Individual Training Account (ITA) is designed to provide services to customers who are in need of training that prepares them for employment in demand occupations for the San Diego region. Customers may access training services through training providers who have met eligibility requirements set by the State in order to be listed on the State-managed Eligible Training Provider List (ETPL). The ITA Policy and Procedures is designed to ensure consistency among Training Service Providers and streamline the process for customers to obtain an ITA while ensuring the intent of the legislation for informed customer choice is still being met. The policy defines the Workforce Innovation and Opportunity Act (WIOA) tiers of service and outlines the process to issue, document, and track an ITA. DEFINITION OF SERVICES Under the WIOA there are two levels of services: Basic and Individualized services. A determination that a customer needs individualized and/or training services can be made without regard to how long the individual has been receiving services at each level. TRAINING SERVICES Training services are available to those customers who are unable to find employment. Need and ability to benefit from WIOA funds must be established and the customer must have the skills and qualifications to successfully complete the training program. An individual s need for training shall be determined through an assessment. Customers with marketable skills within an in-demand occupation shall not be deemed eligible for WIOA funded training. Training programs must be directly linked to demand occupations in the San Diego area and lead to employment wages of $13.09 per hour as approved by the San Diego Consortium Policy Board (Policy Board). Customers in Adult programs must meet eligibility requirements, before being provided training services. Under WIOA, ITAs will be used when training at no cost cannot be found or provided in a timely manner. Customers must meet the financial need requirement of being unable to obtain grant assistance from other sources to pay partial or full costs of such training. All other training options and funding sources, including ETP funds shall be exhausted prior to utilizing WIOA ITA funds. America s Job Center of California (AJCC) staff shall monitor and track each customer s financial aid. ITAs will provide customers the maximum customer choice in services and in training schools, and the flexibility needed to obtain training in demand occupations in the changing economy of the San Diego Region. Each AJCC Operator shall be accountable for developing and managing an ITA process that provides training opportunities to Revised 8/31/16 1 of 5

2 Attachment A ITA Policy and Procedures customers who express an interest in, and need for, training opportunities. AJCC Operators must show evidence of exhausting all other funding sources through documentation in CalJOBS. The ITA cap shall not exceed $5,000 for any customer for in-demand occupations. For occupations that are higher in-demand, the ITA cap shall not exceed $7,000. In-demand and higher in-demand occupations are defined in the San Diego Workforce Partnership s (SDWP) Attachment M In- Demand and Higher In-Demand Jobs Training Policy. Note: The ITA cap in place at the time of the ITA Authorization must be adhered to with no exceptions. ITA PROCEDURES 1. Following assessment and identifying the need for training, the customer shall begin ITA research: A. Customers shall complete research on two schools using the internet or information available in the AJCC Resource Rooms. The customer is required to complete a physical site visit to a minimum of one school to determine if the facilities are adequate and accessible. The customer must consider transportation, classroom setting, and if applicable, necessary accommodations for persons with disabilities. School research may be conducted at just one school at the discretion of the AJCC Operator to streamline the ITA process. The justification for a waiver to complete only one school research must be documented in CalJOBS. B. The AJCC staff will enter a CalJOBS case note with the following subject line: ITA Research (ITR) under the appropriate grant. C. The customer s CalJOBS file must contain documentation that indicates the requirements for training services have been completed with specific detail as to the schools the customer researched D. It is also recommended, although not required, that customers contact a minimum of one business to inquire about the feasibility of obtaining employment upon completion of the chosen training program. Customers must determine whether the selected training program meets all employment requirements, (i.e. credentialing, internship, skill standards). 2. When the customer has completed research and has chosen a school and a training program: A. The AJCC staff shall submit a Request for Funds to the staff person responsible for managing the ITA allocations for the AJCC. B. The AJCC staff shall document the Request for Funds in a CalJOBS activity code. C. The AJCC staff shall enter a case note in CalJOBS with subject line: ITA Pending, (ITP) under the appropriate grant. 3. The AJCC staff shall generate the ITA Authorization (Exhibit A-1) and obtain all the necessary signatures prior to the start date of training. A. The ITA Authorization Checklist (Exhibit A-2) shall be used by the AJCC staff to ensure proper completion of the ITA Authorization. B. The AJCC staff shall attach the Financial Aid Eligibility Verification (Exhibit A-3) to the ITA Authorization. Revised 8/31/16 2 of 5

3 Attachment A ITA Policy and Procedures C. The AJCC staff shall attach the CalJOBS training provider documentation to the Authorization. If a training classifies as a higher in-demand occupation, AJCC staff must also include the 50 in-demand occupations list, found in Attachment M In-Demand and Higher In-Demand Jobs Policy. D. SDWP Program Specialist or Program Technician must receive the ITA Authorization within three working days of the AJCC Operator s signature date. 4. Upon ITA Authorization Approval: A. SDWP Program Specialist shall date stamp the ITA Authorization upon receipt. B. In the event the ITA Authorization has missing information or incorrect information, SDWP Program Specialist or Program Technician will notify the AJCC Manager via electronic mail that the ITA Authorization is being returned listing the specific reason(s) for the return. The date of the AJCC s signature remains the driving date to determine the authorization due date. C. Within two working days of receipt of the complete and accurate authorization, SDWP program team staff shall approve and forward the ITA Authorization to SDWP s Finance Department. SDWP Program Specialist or Program Technician shall send an to the AJCC staff confirming the approval of the ITA. D. SDWP s Finance Department shall enter the ITA Authorization into SDWP s accounting system. E. The AJCC staff shall document on the CalJOBS Enrollment Form the ITA established date and the ITA established amount. This must be completed prior to the start date of training. F. The AJCC staff shall enter a case note in CalJOBS with the subject line: ITV (ITA Approval) under the appropriate grant. G. The AJCC staff shall notify the training provider of the approval via electronic mail that the ITA Authorization has been approved. The AJCC staff shall indicate in the the ITA established date and the ITA established amount. The ITA established date is the date the ITA was approved by SDWP Program Specialist or Program Technician. 5. Upon the customer s start date of training: A. The AJCC staff shall confirm that the customer started training and shall document confirmation with a CalJOBS Activity. The following sample case note shall be used: (Activity 300) On Date I called Name of School to verify that Name of Customer started training on Date. I spoke with Name of Contact and Contact s Title. Name of Contact verified that Name of Customer attended training program on intended start date. The above printed CalJOBS Activity may accompany the ITA Invoice (Exhibit A-4) in lieu of an attendance report in order to adhere to timely submittal of invoices. The AJCC staff shall forward the ITA Invoice to the training provider for signatures. The ITA Invoice shall be signed and dated on or after the customer s training start date. B. The AJCC staff shall enter the CalJOBS activity code 300 under the appropriate grant. The appropriate training type shall be selected in the detail section of the activity code. The AJCC staff shall enter the ITA amount used in the detail section of the activity code 300. C. SDWP Program Specialist or Program Technician must receive the ITA Invoice within ten (10) working days of the training start date. An ITA Invoice Checklist (Exhibit A-5) shall be used by the AJCC staff to ensure proper completion of the invoice. Revised 8/31/16 3 of 5

4 Attachment A ITA Policy and Procedures 6. ITA Invoice Processing: A. In the event that the invoice has missing or incorrect information, SDWP Program Specialist or Program Technician shall notify via electronic mail to the AJCC Operator documenting that the Invoice has been returned and shall list the specific reason(s) for the return. B. SDWP Program Specialist or Program Technician shall forward the approved invoice to the SDWP Finance Department for payment. C. SDWP s Finance Department shall pay the invoice to the training provider/school, in full, within 30 days of receipt. 7. ITA Voids, Revisions, and Discontinuations An ITA Void occurs when a customer makes a decision to forego training. An ITA Void occurs when a customer does not start training and no costs are incurred. An ITA Revision occurs when there is a change to the ITA that affects the training program, training dates, and/or cost. An ITA requiring a cost change must have prior approval from SDWP Program Specialist or Program Technician. ITA revisions must be made by putting one line through the incorrect information, adding the correct information, and initialing the change. Under no circumstances may white out be used on an ITA authorization. An ITA Discontinuation occurs when a customer starts training, discontinues training and a cost has been incurred. If the customer s discontinuance is due to an unforeseeable emergency (e.g., illness, death) then the customer is eligible for reinstatement, based on approval. Otherwise, the customer must start the ITA process from the beginning. In the event of ITA Discontinuation due to issues with the training provider (e.g. closure, questionable practices) AJCC operator shall contact the SDWP program specialist for guidance. A. An ITA Void, Revision or Discontinuation requires that a memo be sent to SDWP Program Specialist or Program Technician. The memo shall include: Customer s name; Name of provider; ITA number; and The reason for the change to ITA status. B. The AJCC staff shall document the change and ITA status in a CalJOBS activity and shall update the CalJOBS activity code 300. C. ITA Discontinuances that occur after the CalJOBS 300 activity code has been entered shall require a Data Change Request form to be submitted to the SDWP s Data Management Support Coordinator to delete the activity. Revised 8/31/16 4 of 5

5 Attachment A ITA Policy and Procedures D. SDWP Program Specialist or Program Technician shall forward the ITA Void, Revision or Discontinuance Memo to SDWP s Finance Department. 8. ITA Refunds due to SDWP: A. The training provider must provide a progress report on student progress and attendance to the AJCC by the tenth working day of each calendar month. In the event that the student fails to attend school, the training provider must inform the AJCC within three days of nonattendance. In the event the student is terminated for non-attendance, the school must refund the unused WIOA training funds within ten working days of the student s last date of attendance. If the training provider fails to provide progress and attendance reports, the Case Manager shall contact the training provider or Customer to obtain this information. All attempts to obtain the reports must be entered into CalJOBS. B. In the event of a school closure, the school must inform SDWP Program Specialist or Program Technician of the planned closure and refund the unused WIOA training funds within ten working days of the student s last date of attendance. C. The training provider shall submit a copy of the refund calculation worksheet with the refund check. The refund check must be made payable to the San Diego Workforce Partnership Inc. and sent to: Finance Department San Diego Workforce Partnership Inc University Avenue, Suite 400 San Diego, CA D. Training providers bear full responsibility to refund unused portions of WIOA training funds. Failure to comply with this policy may result in SDWP eliminating the training provider from the State Eligible Training Provider List and taking other appropriate action. EXHIBITS* Exhibit A-1 ITA Authorization Exhibit A-2 ITA Authorization Checklist Exhibit A-3 Financial Aid Eligibility Verification Exhibit A-4 ITA Invoice Exhibit A-5 ITA Invoice Checklist * Adobe Reader is required to access attached exhibits Revised 8/31/16 5 of 5

6 Exhibit A-1 ITA AUTHORIZATION ITA #: Training Provider Name Customer Name (First and Last) CalJOBS State ID Training Provider Billing Address City State Zip Training Provider Contact Name (First and Last) Contact Phone Number Extension Contact Address Training Program All tuition, enrollment fees, books, supplies and materials specifically required for the course(s) are included in the total cost of the training. An itemized list showing price must be attached to this document. Training Program Name Training Program Start Date Estimated Completion Date Total Training Cost Total Financial Aid/Credit Total Student Cost Total ITA Cost I, (Customer), understand that this ITA Authorization covers the cost of tuition, enrollment fees, books, supplies and materials required for this program through the training completion date indicated above, and that I am financially responsible for any fees not specifically authorized by this ITA. I authorize all parties to this ITA to release such information as necessary to validate completion of training and costs associated with such training. Further, I agree to provide employment and salary information for any employment entered into as a result of the training received under this ITA. Customer Signature Date AJCC Staff Signature Date By signing below, the training provider agrees to invoice a true and correct accounting of fees due as a result of this authorization and that no further charges associated will be accrued without prior approval of the San Diego Workforce Partnership (SDWP). It is further agreed that all eligible grant payments (e.g., PELL, state grants) will be applied against invoices. Invoices must be submitted for payment within ten business days of the customer s start date of training. In the event training is discontinued, the training provider shall reimburse the SDWP for the unused tuition. In addition, the training provider agrees to provide monthly attendance and grade reports, report excess absences, and a copy of the customer s certificate upon completion of the training program to the America s Job Center of California (AJCC) staff listed below. The training provider shall maintain the customer s data that supports the information submitted for measurement of performance. The customer data shall be available for monitoring or audit by the SDWP, the State of California and/or the Department of Labor. Training providers shall maintain participant data for a period of five years. Authorized Training Provider Signature Date AJCC Manager Signature Date Please return to: AJCC Name AJCC Staff Name (First and Last) Address City State Zip SDWP Use Only Approved By (Please Print) Signature Date Approved Revised 8/31/16 10:04 AM nzs

7 Exhibit A-2 ITA AUTHORIZATION CHECKLIST ITA #: ITA Authorization Authorizations must be signed in the following order: 1. Customer 2. AJCC Staff 3. Authorized Apprenticeship Provider 4. AJCC Manager Authorizations must be approved by the San Diego Workforce Partnership (SDWP) prior to the start date of training. ITA Number Training Provider Name Customer Name CalJOBS State ID Training Provider Billing Address Program Name Training Program Dates (Start and End Dates) Total Training Cost Total Financial Aid Total Student Cost Total ITA Cost Original Customer Signature Original AJCC Staff Signature Original Authorized Training Provider Signature Original AJCC Manager Signature Financial Aid Eligibility Verification ITA Number Customer Name CalJOBS State ID Total Training Cost Original Customer Signature Original School Official Signature Additional Attachments CalJOBS Training Provider Documentation In-Demand Occupations Sheet Revised 8/31/16 10:04 AM nzs

8 Exhibit A-3 FINANCIAL AID ELIGIBILITY VERIFICATION ITA #: The Training Provider should provide the Customer with information regarding financial assistance, along with the appropriate forms and/or applications. If the customer qualifies for any type of financial aid awards, the awards are first applied towards the training cost before Individual Training Account (ITA) funds are provided. Please attach this completed form to the ITA Authorization (Exhibit A-1). Customer Name (First and Last) CalJOBS State ID Total Cost of Training Program $ (including enrollment fees, books, supplies and materials specifically required for the program) Type(s) of Financial Aid to be Received: Pell Grant $ VA Benefits $ Other(s) (please specify): $ Total Financial Aid $ Total Cost of Training Program Minus Total Financial Aid $ Amount Charged to ITA $ Amount to be Paid by Student (Customer) $ Student (Customer) Initials and Date Customer Signature Date Authorized Training Provider Signature Date Please return to: AJCC Name AJCC Staff Name (First and Last) Address City State Zip Revised 8/31/16 10:04 AM nzs

9 Exhibit A-4 ITA INVOICE ITA #: Training Provider Name Total Training Cost Amount of Invoice Training Provider Billing Address City State Zip Customer Name (First and Last) CalJOBS State ID Training Program Name Training Program Start Date Estimated Completion Date Customer Verification: I hereby verify that the above information regarding my training activities specified on the ITA Authorization is correct and that I am enrolled in the training program as of the date stated above. Customer Signature Date Training Provider Certification: I hereby certify that the above customer has been enrolled in the training activities as specified on the ITA Authorization. I agree to provide monthly attendance and grade reports, report excess absences, and provide a copy of the participant s certificate upon completion of the training program to the America s Job Center of California (AJCC) Staff listed below. Furthermore, as an eligible training provider listed on the State s Eligible Training Provider List (ETPL), I agree to abide by all Federal, State and local policies and procedures pertaining to the Workforce Innovation and Opportunity Act (WIOA). Authorized Training Provider Contact Name (Please Print) Title Signature Date Please return to: AJCC Name AJCC Staff Name (First and Last) Address City State Zip AJCC Use Only: Approval for Payment AJCC Manager Name (Please Print) Signature Date SDWP Use Only: Approval for Payment Program Specialist/Technician Name (Please Print) Signature Date Finance Department Name (Please Print) Signature Date Revised 8/31/16 10:04 AM nzs

10 Exhibit A-5 ITA INVOICE CHECKLIST ITA #: ITA Invoice ITA Number Verify Training Provider Verify Training Provider Billing Address Total Training Cost Amount of Invoice Customer Name CalJOBS State ID Verify Training Program Name Training Dates (Start and End Dates) Original Customer Signature Original Authorized Training Provider Signature Additional Attachments CalJOBS Activity Code (Activity 300) On Date I called Name of School to verify that Name of Customer started training on Date. I spoke with Name of Contact and Contact s Title. Name of Contact verified that Name of Customer attended training program on intended start date. A copy of the above case note is to be submitted with the invoice in lieu of an attendance report to ensure timely invoice submittal. Revised 9/15/16 DM